Administrative and Operations Associate

**Position Overview**:
Access Development Services which is a non-profit think tank and implementing agency is looking to hire an administrative and operations associate for its team under i3-Access. The associate will work with i3-Access set-up to manage various administrative tasks including office management, overseeing operations, liaising with vendors, managing contracts, tracking payments and invoices, troubleshooting issues. The Associate will also provide high-level administrative support to senior management. The Associate would also be overseeing other support staff which have been working under i3-Access.

**Specific Responsibilities Include**:

- 2.1. Operations Management:_

a. Oversee and coordinate day-to-day administrative operations to ensure smooth functioning.

b. Develop and implement efficient processes and procedures to optimize operational effectiveness.

c. Collaborate with internal teams to streamline workflows and enhance productivity.

d. Monitor and report on key operational metrics, identifying areas for improvement.

e. Troubleshoot operational issues and propose effective solutions.
- 2.2. Vendor Management:_

a. Identify and evaluate potential vendors, assessing their capabilities and suitability.

b. Establish and maintain positive relationships with vendors, serving as the primary point of contact.

c. Negotiate and manage vendor contracts, ensuring favorable terms and conditions.

d. Monitor vendor performance, address any issues or disputes promptly, and maintain vendor records.
- 2.3. Contract Management:_

a. Review and analyze contracts, ensuring compliance with legal and organizational requirements.

b. Collaborate with legal and procurement teams to negotiate contract terms and conditions.

c. Maintain a comprehensive contract management system, tracking key milestones, renewals, and amendments.

d. Ensure timely contract renewals and coordinate contract-related communications.
- 2.4. Financial Administration:_

a. Track and manage payments and invoices, ensuring accuracy and timeliness.

b. Collaborate with the finance team to reconcile financial records and resolve discrepancies.

c. Prepare financial reports, support budget planning and forecasting, and monitor expenses.

d. Assist in financial data analysis and provide recommendations for cost-saving opportunities.
- 2.5. Calendar Management and Meeting Support:_

a. Manage calendars for senior management, scheduling and coordinating meetings, appointments, and travel arrangements.

b. Prepare meeting agendas, collate necessary documents and materials, and distribute them in a timely manner.

c. Attend meetings, record minutes, and ensure proper follow-up on action items.

d. Facilitate effective communication between senior management and internal/external stakeholders.

e. Anticipate scheduling conflicts and proactively resolve them.

f. Remind executives of upcoming commitments and deadlines.
- 2.6. Correspondence and Communication:_

b. Draft, proofread, and edit documents, presentations, and reports on behalf of executives.

c. Maintain effective communication channels with internal and external stakeholders.

d. Respond to inquiries, requests, and issues promptly and professionally.
- 2.7. Administrative Support:_

a. Provide administrative support to executives, including managing files, records, and documents.

b. Prepare meeting agendas, take accurate meeting minutes, and distribute them to relevant parties.

c. Organize and coordinate executive events, conferences, and workshops.

d. Conduct research, gather data, and prepare reports as required.

e. Handle confidential and sensitive information with discretion.
- 2.8. Travel and Logistics Management:_

a. Make travel arrangements, including flights, accommodations, and transportation for executives.

b. Prepare travel itineraries, ensuring all necessary details are provided.

d. Coordinate logistics for meetings, conferences, and other events.

**Qualifications and Skills**:
a. Bachelor's degree in business administration, management, or a related field (or equivalent experience).

b. Proven experience in administrative and operations roles, preferably in a consulting or professional services firm.

c. Strong proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) for effective communication and documentation.

d. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

e. Outstanding verbal and written communication skills in English, with attention to detail.

f. Ability to work independently and collaboratively in a fast-paced environment.

g. Strong problem-solving and decision-making abilities to troubleshoot and resolve operational issues.

h. Discretion in handling confidential information and maintaining a high level of professionalism.

i. Familiarity with financial management principles and contract administration is a plus.

g. Minimum experience of at-least 4 years is de